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This is a document which explains all of the roles of WPLUG meeting helpers who make everything a success.

Presiding Officer[edit]

  • The Chair or a board member appointment by The Chair who conducts the business at General User Meetings
  • Call the business meeting to order and adjournment
  • Calls on other board members and committee leads for their reports

Duties of Host[edit]

  • Arrive at venue at least 30 minutes early to being setup.
  • Be responsible for the time management of the meeting.
  • Do announcements (upcoming events, introduce current speaker, tell people to turn off mobiles phones, etc.)
  • Take care of any needs of the speaker and introduce the speaker
  • Inventory consumable assets, make note if something is running low or missing.
  • Post upcoming event schedule.
  • Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.


  • May NOT be the speaker of the day or the presiding officer.
  • Automatically part of the setup crew.
  • Is responsible for holding a smooth and orderly meeting.
  • Wear a name tag.

Duties of Co-Host[edit]

  • Arrive at venue at least 30 minutes early to begin setup.
  • Be vigilant and take action against any situation which may cause harm to the overall success of the meeting.
  • Welcome all guests.
  • Take attendance and submit the report to the Secretary or meeting scribe.
  • Make sure that host remembers all of the announcements.
  • Step in with the host's duties if the host needs to leave the room for a bit or forgets to do something.
  • Watch kitty. If it gets full empty it and give it to the Treasurer.
  • Wear a name tag.


Duties of Setup Crew[edit]

  • Arrive at venue at least 30 minutes early to being setup.
  • Setup of food table (if needed).
  • Setup of room furniture (if needed).
  • Post WPLUG signs to lead people to event room(s).
  • Put cold beverages in the cooler
  • Make coffee


  • May be someone who is new to WPLUG.
  • May be the speaker of the day.

Duties of the Tear-Down Crew[edit]

  • Clean up
  • Pack up
  • Because there are several eager people to help with tear down this task practically takes care of itself

Expectations of Members[edit]

  • Be friendly and mingle if so inclined
  • Show new comers around the building
  • Check in with the Co-Host and encourage others to do so
  • Be alert and report concerns to host or co-host
  • Wear a name tag if so inclined
  • Be an asset to the business meeting. Arrive promptly at 10:30 A.M. so that the board can achieve quorum.
  • This is anyone who is a dues paying member of WPLUG

Doughnut/Bagel Coordinator[edit]

  • List yourself as the "Doughnut/Bagel Coordinator" on the event wiki page AT LEAST 24 hours before the event.
  • Arrive at event at least 15 minutes early.
  • Provide receipt to host or other responsible party for reimbursement.
  • Check with ? to see if beverages (pop, coffee, coffee condiments or juice) need to be purchased.
  • Consider the time of the day when planning the menu. Items that have worked well are breakfast pastries, cake, hard boiled eggs, granola bars, chips, fruit, and candy.
  • Recent General User Meetings have been attended by 15 to 20 members and guests.

Duties of the Meal Coordinator[edit]

  • Collect money during announcements
  • Note special order requests, if any
  • Record the decision as what is ordered
  • Calculate the amount of food needed total cash needed for order and tip
  • Listen for the phone in case the food delivery person calls
  • Keeps track of ETA for food delivery
  • Meets the delivery person outside
  • Organizes beverages in a convenient proximity to where food will be served
  • Setup the food table as a buffet or deliver the items to who ordered them directly
  • Informs everyone that the buffet is open
  • Accepts late money and places gives it to the Treasurer (only do-able when setting up a buffet)
  • May not be the speaker of the day
  • Must be able to communicate directions to the meeting location


  • Only needed for long meetings when the meal will take place at the meeting
  • The above directions give you an idea as to the work involved in getting food delivered. If you choose to get take-out or plan a pot luck, adjust the directions accordingly.